PURPOSE

The VicBears Volunteer Program establishes a dedicated group of volunteers who will support the committee at VicBears events and activities. It is an initiative that aims to strengthen community involvement, foster a sense of club ownership, and provide consistent support to both members and the committee. It will ensure smoother event operations, greater engagement, and a sustainable culture of community contribution.

OBJECTIVES

• Event support - Provide assistance to the committee and members at events/activities during BearFest, Southern Hibearnation, Den Nights, special events etc.
• Inclusion - An opportunity for members who want to contribute and volunteer who may not have the capacity to commit to being a committee member.
• Club ownership - Encourage members to take an active role in helping to run the club, promoting pride, and engaging in shared responsibility.
• Volunteer Register - Maintain a structured register of volunteers who can be rostered on at events and/or be called upon when needed, reducing ad-hoc staffing pressure.

BENEFITS

For volunteers

• A chance to give back to the community
• Opportunities to develop new skills and build confidence.
• Recognition for their contribution

For VicBears:

• Smoother running of events, resulting in less strain on the committee
• Stronger member engagement and retention.
• A sustainable program that can grow alongside the club.

How it works

• The President will oversee the program
• A volunteer coordinator(s) will manage the register and coordinate the volunteers
• Interested parties need to register via the link below. All registrations will need to provide their contact details, general availability, events availability and confirm preferences for tasks
• Registered volunteers MUST confirm they have read, and will comply with the Volunteer's Code of Conduct.
• When volunteers are required, the volunteer coordinator(s) will contact volunteers based on their preferences and is in accordance with what is needed. If volunteers are uncontactable, or decline the offer, the coordinator will move to other volunteers
• Volunteers that have assigned tasks, will be shadowed/mentored by a committee member until they are confident to work autonomously.
• Opportunities will be shared equally among registered volunteers and in accordance with their registered availability. This means that the number of times a person can volunteer will be dependent on the number of volunteers registered.

Example Roles

• Event setup/pack down – help with logistics such as decorations, seating, or clearing up after events.
• Event tasks – Cloakroom, wristbands, BBQ, club desk, selling raffle tickets, scanning entry tickets
• Support – be a visible point of support, especially for newcomers and those who may feel isolated and lacking in confidence to introduce themselves to people.
• Promotion & Outreach – Social Media support, helping at community stalls (e.g. Midsumma Carnival)

For more information or enquiries, please email Justin or Xavier